How to Use the Events Module

1. Click on the Events Module, which is located in the navigation bar in the left hand-side of your database.
   1. The Events Search is available for you to use to search for a specific event in your account that already exists. To add a new event, click on the 'Add Event' button.

2. This will bring you to the Information tab. Complete the information on this screen that you wish and click on 'Save' when you're ready. Anything with a red asterisk in Eleo is required (*) while all other fields are optional.
   1. Event Name: the label of this event.
   2. Status: the standing of the event (Ex. Active, Completed, Cancelled, etc.).
   3. Description: additional details about this event for internal reference depicting it.
   4. Event Start Date: when it commences.
   5. Start Time: the commencement time.
   6. Event End Date: when it concludes.
   7. End Time: the conclusion time.
   8. RSVP Date: when the invitee must reply by to let the nonprofit know if they will be attending the event or not.
   9. Category: the name given to the different types of events (Ex. outreach, educational, fundraising).
   10. Goal: the monetary target of the individual event.
   11. Min. Attendees: the lowest amount of people that you can have at your event (Ex. due to occupancy limits).
   12. Max Attendees: the highest amount of people that you can have at your event (Ex. due to occupancy limits).
   13. Campaign: an organized effort to raise a specified amount of money for a particular purpose in a specified period of time (Ex. Capital Campaign).
   14. Fund: a specific place (Ex. a bank account) where donations are held for a specific project, program, or general usage for the nonprofit.
   15. Appeal: a request for a donation to a donor in the form of a letter or email (Ex. End-of-Year Appeal).
   16. Location: the address that your event is planned for (Ex. virtually on a platform, in-person at a designated venue, or hybrid).
   17. Contact Info: the contact, phone number, extension, and email address associated with the venue that you are hosting your event at.
   18. Notes: an internal reference for your nonprofit about this event.

3. This will open up the other tabs of the Event Module for editing. Next, click on the Activities tab. This is where you may track items like tickets, sponsorships, raffles, etc.
   1. Click on the 'Add Activity' button.

b. Enter your Activity Details.

Activity Type: a group of individual activities (Ex. journal ad sizes, raffles, sponsorships, etc.).

Price: the cost for each of this specific activity (Ex. $10 per ticket).

Fair Market Value: dollar amount which received goods or services.

Number (#) Available: the amount accessible.

Track Attendance: a toggle option for whether or not you are keeping count of participants that make an appearance at your event.

Track Activity Groupings: keeping count of groups of activities (examples are tables, golf foursomes, etc.).

c. When you turn on the toggle for 'Track Activity Groupings (tables, foursomes, etc.), you have the ability to name your Group Unit Type (Ex. Dinner Tables or Golf Foursomes), enter the # of Units, and enter a number for the Slots per Units. When you click on 'Save' at the top, Eleo will generate your groups.

d. By clicking on the pencil icon next to 'Edit', you can make changes to your individual groups (e.g. rename it, the unit number, the number of slots, etc.). This is where you can manage your participants and guests as well, once the participants have been added to the Participants tab of this module.

4. Once you have added all of your Activities, click on the Participants tab and click on 'Add Participant'.
   1. Search for and select the contact that you wish to add from the Single Contact area, OR use the Create button to enter a new contact as a participant, OR use the Contact List option to pull an existing Contact List of available records into your Participants tab in bulk to save time (e.g., those that donated in 2023 and live in NJ).
      1. Next, click on 'Add Contact(s)', and then on 'OK'.

b. You may use more than one of these actions by clicking on 'Add Participant' again and repeat step 4a-i above.

5. When you have added a participant individually, you will be taken to the Participant Details screen. You can learn more about this in our guides on 'How to Add an Activity Reservation', 'How to Apply an Activity Reservation Payment', and 'How to Enter Activity Reservation Group Assignments'.

6. Any mailings that have been sent pertaining to this event will be found in the Mailings tab. To learn more about our Mailings Module, search our Knowledge Base for the type of mailing that you would like to send out (e.g. the terms: Letter Template, Letter Mailing, Mail Merge Template, Mail Merge Mailing, Email Template, Email Mailing, Constant Contact, or Mailchimp).

7. Next, click on the Tasks tab and then on 'Add Task'. Enter the information that you wish to and click on 'Save'. Anything with a red asterisk (*) is required, while everything else is optional.

8. The Expenses tab will be useful for your Accountant or Bookkeeper to manage vendor expenses related to your event. Click on this tab and then on 'Add Expense'.
   1. Enter the information that you wish [anything with a red asterisk (*) in Eleo is required while all other fields are optional], and then click on 'Save'.

9. The Documents tab allows you to upload documents related to your event so that you can reference them when needed. Click on 'Add Document', browse for the one you're looking for, and then click on 'Open' to upload it to Eleo.
   1. Please note that the maximum file size is 50MB and the file types accepted are: jpg, jpeg, png, gif, pdf, doc, docx, ppt, pptx, pps, ppsx, odt, xls, xlsx, txt, csv.

10. The Reports button has specific reports for this event that you can pull as needed.